Meeting highlights
PRESENT
Ruby Sycamore-Smith (Chair), Ryan Edgar, Nali Lee, Nick Tenci ,Henri Faulkner, Kurt Purdon, Brydie Ockwell, Kamil Saifuddin, Hamish Barker, and Mariana Te Pou
IN ATTENDANCE
Darel Hall (General Manager), Zane Pocock (Critic Editor), Claudia Herron (Critic Reporter), Donna Jones (Minute Secretary), Michael Catterall (OUMSA) and Liz Berryman (OUMSA)
MINUTES OF THE PREVIOUS MEETING
Edgar/Faulkner
45/14 THAT the minutes of the previous Emergency Executive Meeting held on 20 March 2014 be accepted as a true and correct record.
Lee, Tenci, Saifuddin Abstain:
CARRIED
RATIFY EMERGENCY MEETING MOTIONS
Moved from the Chair
46/14 THAT the motions 41/14 - 44/14 carried at the Emergency Meeting of the Executive held on 20 March 2014 be ratified.
Lee, Tenci, Saifuddin Abstain:
CARRIED U
EXECUTIVE QUICK ROUND UP
There was a quick round of what the executive are working on and what is coming up for them.
Mariana arrived at 5.29pm
OTAGO UNIVERSITY MEDICAL STUDENTS' ASSOCIATION PROPOSAL
Moved from the Chair
47/14 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 5.40pm
CARRIED U
Tenci/Faulkner
48/14 THAT the meeting move out of Committee of the Whole at 6.25pm.
CARRIED
Tenci/Edgar
49/14 THAT the Otago University Students' Association (OUSA) and the Otago University Medical Students' Association (OUMSA) agree to set up a working party to explore a partnership.
CARRIED
Kamil left at 6.25pm
Moved from the Chair
50/14 THAT Darel Hall, Donna Jones, Zane Pocock and Claudia Herron be granted speaking rights for the duration of this meeting.
CARRIED U
Kamil returned at 6.27pm
Nick left at 6.28pm
Brydie left at 6.28pm
ETHICAL BEHAVIOUR COMMITTEE RE-APPOINTMENT
Nali was appointed to this committee earlier, however It was agreed that a post graduate student should be on it. Nali will notify the university secretary of the change and pass the agenda papers etc onto Mariana
Edgar/Saifuddin
51/14 THAT Mariana Te Pou be appointed to the Ethical Behaviour Committee in place of Nali Lee for 2014
CARRIED
Brydie returned at 6.31pm
Nick returned at 6.32pm
ANZAC DAY SERVICES
Cenotaph service - The executive who are attending the Dawn Service need to be at the Queens Gardens at 6am. Ruby will be laying a wreath there, Donna has notified the Returned Services Association so OUSA name can go on their list.
University service- arrangements and plans are well underway. The order of service is nearly complete with the speakers etc listed. The programme has been sent through to the Designer. There will be two wreaths laid by the University, one by OUSA and one by Te Roopu Maori. Donna has ordered 5 wreaths and arranged for them to be delivered to the campus.
Afternoon tea will be served at UniCol after the service instead of in the Link as in previous years.
Tenci/Lee
52/14 THAT OUSA agree to purchase two wreaths for laying on ANZAC Day Services at a cost of $100 each.
CARRIED
COLLEGES COMMITTEE MINUTES
Brydie highlighted that she has been asked by several College representatives, on behalf of their residents, about the mandatory use of internal services for their Balls. She has been meeting with James Lindsay, the Director of Accommodation Services to explore this issue.
Lee/Tenci
53/14 THAT the Colleges Committee minutes from the meeting held on 18 March 2014 be received.
CARRIED
GRANTS COMMITTEE MINUTES AND RECOMMENDATION
One of Ruby's election promises was to reward clubs that were doing well.
Tenci/Edgar
54/14 THAT the minutes of the Grants Committee meeting held on 20 March 2014 be received.
CARRIED
Tenci/Edgar
55/14 THAT the AFL Otago Australian Rules Football Club be granted $1000.00 to assist in purchasing 26 pairs of playing shorts. This is conditional on an inventory being provided to George McLenaghen and that the OUSA logo be presented on the shorts.
CARRIED
Tenci/Edgar
56/14 THAT the Otago men's Basketball Club be granted 50% subsidy up to $1,000 to assist with purchasing additional uniform kits.
CARRIED
Tenci/Edgar
57/14 THAT the Varsity Women's Basketball Club be granted $320.00 to purchase 4 new basketballs for training and pre-game purposes.
CARRIED
Tenci/Edgar
58/14 THAT the University Grange Cricket Club be granted $700.00 to assist in purchasing new balls for games. This is on the condition that the club works towards building a stronger relationship with OUSA. The panel also recommended the club makes more use out of the Recreation Centre cricket nets
CARRIED
Tenci/Edgar
59/14 THAT the JCAL club be granted $500.00 to with accommodation for the 'Japan Camp' held at the Waiora Scout Camp.
CARRIED
Tenci/Edgar
60/14 THAT the Kayak Racing Club be granted 50% subsidy up to $598.00 to assist in purchasing 4 kayak bags.
CARRIED
Tenci/Edgar
61/14 THAT the PIHPSA club be granted 50% up to the value of $500 to purchase new text books. OUSA recommends the use of the University Book Shop where prices are competitive.
CARRIED
Tenci/Edgar
62/14 THAT the Sri Lankan Students Association be granted $1000.00 to assist with costs of venue hire hosting the - SLSA New Year's Celebration'. This is on the condition that the club actively promotes OUSA throughout the evening.
CARRIED
Tenci/Edgar
63/14 THAT the Otago University Taiwanese Students' Association be granted $500.00 at the discretion of George McLenaghen. This will be conditional on declaring and agreeing with George how the money will be used between all the clubs.
CARRIED
Tenci/Edgar
64/14 THAT Connor Harrison be granted $500 to help cover the costs of travel and accommodation whilst attending the IIHF Division 2, Pool B World Championships, in Spain.
CARRIED
Tenci/Edgar
65/14 THAT Luke Pickering be granted $500 to help cover the costs of travel and accommodation whilst attending the IIHF Division 2, Pool B World Championships, in Spain.
CARRIED
Tenci/Edgar
66/14 THAT Remy Sandoy be awarded $150.00 to assist with transportation associated with playing for the Dunedin Thunder.
CARRIED
Tenci/Edgar
67/14 THAT Sarah Simpson be awarded $450.00 to assist with costs involved in attending the 2014 International Powerlifting Federation World Classic Powerlifting Championships, in South Africa.
CARRIED
Tenci/Edgar
68/14 THAT Logan Toomer be awarded $150.00 to assist with the costs of travelling to Wellington for the NZ Men's AFL team to compete against a visiting Australian team in a two match series.
CARRIED
Tenci/Edgar
69/14 THAT Stephanie Lee, Lucy Molony, and Kate McElroy each be awarded $500.00 to assist with the costs of travelling to the Cook Islands to take part in the University of Otago Dental Care Project.
CARRIED
CLUB AFFILIATIONS
Tenci/Saifuddin
70/14 THAT the Iraqi Students' Association be affiliated to OUSA.
CARRIED
CLUB DISAFFILIATIONS
Faulkner/Ockwell
71/14 THAT the Natswana Students' Association be disaffiliated.
CARRIED
Faulkner/Ockwell
72/14 THAT the Batswana Students Association be disaffiliated.
CARRIED
Faulkner/Ockwell
73/14 THAT the Otago University Foodie Club be disaffiliated.
CARRIED
Faulkner/Ockwell
74/14 THAT Otago University Lawn Bowls Club be disaffiliated.
CARRIED
Faulkner/Ockwell
75/14 THAT Food Not Bombs be disaffiliated.
CARRIED
Faulkner/Ockwell
76/14 THAT Renaissance Rapier be disaffiliated.
CARRIED
Faulkner/Ockwell
77/14 THAT Spanish Conversation Club be disaffiliated.
CARRIED
Faulkner/Ockwell
78/14 THAT Optical Students' of America Student Chapter be disaffiliated.
CARRIED
Faulkner/Ockwell
79/14 THAT Enactus be disaffiliated.
CARRIED
Faulkner/Ockwell
80/14 THAT the Dunedin Feminist Collective be disaffiliated.
CARRIED
BOOTS RILEY
As attached. The University Media and Communication Department, the Tertiary Education Union (TEU) and Radio One are bringing Boots Riley to Dunedin for a free public lecture and Radio One club night in April. Boots is an exceptional musician with a real message. He was a leader at Occupy Oakland and his music never compromises his radical message.
Radio One are requesting some financial support for these events.
Ockwell/Barker
81/14 THAT OUSA approve $500 sponsorship for the Boots Riley Event to come from the Campaigns budget line.
CARRIED
GENERAL MANAGER'S OPERATIONAL REPORT
Darel introduced his report and responded to questions.
An investigation into assets last recorded as being held at the ReFuel has led to a dead end. This matter will now be referred to the police.
Health and Safety - Darel emphasised that OUSA has increased legal responsibilities with Health and Safety regulations. Employers should be more vigilant in make sure things are safe and follow ups are done throughout their workplaces, more general issues for the OUSA are clutter affecting egress, electrical cabling, floor trip hazards such as worn carpet and heavy high objects that could potentially fall and injure. This has been improving but a renewed emphasis will go onto this area starting weight these areas through the next monthly reporting cycle.
Saifuddin/Edgar
82/14 THAT the General Manager's February Operational Report be received.
CARRIED
Tenci/Lee
83/14 THAT the meeting move into Committee of the Whole for reasons of personal confidentiality at 7.01pm.
CARRIED
Faulkner/Barker
84/14 THAT the meeting move out of Committee of the Whole at 7.12pm.
CARRIED
EXECUTIVE FIRST QUARTER REPORTS
Ockwell/Tenci
85/14 THAT Henri Faulkner's first quarter report be accepted and his honorarium be paid.
Faulkner: Abstain
CARRIED
Edgar/Tenci
86/14 THAT Brydie Ockwell's first quarter report be accepted and her honorarium be paid.
Ockwell: Abstain
CARRIED
Kamil left at 7.20pm
Kamil returned at 7.22pm.
Lee/Tenci
87/14 THAT Ruby Sycamore-Smith relinquish the Chair to Ryan Edgar.
CARRIED
Ryan addressed the meeting asking if there were any questions and comments for Ruby about her report.
Saifuddin/Tenci
88/14 THAT Ruby Sycamore-Smith's first quarter report be accepted and she continue to be paid her honorarium.
Sycamore-Smith: Abstain
CARRIED
Faulkner/Tenci
89/14 THAT Ruby Sycamore-Smith resume the Chair.
CARRIED
Jordan Taylor's resignation took effect on 28 March 2014 so it was decided to hear his report in absenteeism.
Some discussion took place before it was requested the meeting go into committee.
Tenci/Faulkner
90/14 THAT the meeting move into Committee of the Whole for reasons of personal privacy at 7.32pm
CARRIED
Faulkner/Ockwell
91/14 THAT the meeting move out of Committee of the Whole at 7.39pm.
CARRIED
Purdon/Faulkner
92/14 THAT Jordan Taylor's first quarter report be accepted and his honorarium be paid for this quarter.
Lee: Against
Ockwell/Tenci Abstain
CARRIED
Lee/Edgar
93/14 THAT Nick Tenci�¢ï¿½ï¿½s first quarter report be accepted and he continue to be paid his honorarium.
CARRIED
Tenci/Lee
94/14 THAT Kamil Saifuddin's first quarter report be accepted and he be paid his honorarium.
CARRIED
Barker/Edgar
95/14 THAT Nali Lee's first quarter report be accepted and she continue to be paid her honorarium.
CARRIED
Nali agreed to submit a full report to the Secretary as two sections were omitted.
Ockwell/Tenci
96/14 THAT Hamish Barker's first quarter report be accepted and he be paid his honorarium.
CARRIED
Ockwell/Faulkner
97/14 THAT Kurt Purdon�¢ï¿½ï¿½s first quarter report be accepted and he be paid his honorarium.
CARRIED
Barker/Faulkner
98/14 THAT Ryan Edgar�¢ï¿½ï¿½s first quarter report be accepted and he continue to be paid his honorarium.
CARRIED
GENERAL BUSINESS
Vice Chancellor to attend meeting - all to remember that Harlene will be attending the executive meeting on 29 April. Ruby has also arranged for a 1:1 meeting with her prior to this meeting.
Locals meeting and greet - all are invited to attend this meeting on 11 April.
Executive university timetables- please email Ruby your timetables for her to schedule meetings.
Clubs and Societies - there will be an opportunity to meet with clubs at the Recreation Centre on Thursday next at 10am. Debbie Coulter, Kamil, Henri and Ruby have signed up so far.
Governance and Representation Review - Francisco has finalized this large comprehensive document and submitted it to Ruby. One of the topics is to ensure Executive honorarium is fair and the consideration of external advice into OUSA governance. Please read this document as it will be discussed before the next referenda.
Advisory Board - Darel wished to ensure the executive were comfortable with Deloitte offering support.
Funds Workshop - all are invited to this workshop at Forsyth Bar on 8 April. There will be a taxi leaving OUSA.
Education Officer Candidates Forum - Ruby will MC this forum in the MCR on Tuesday 8 April at noon.
Executive Training Manual- it was expressed how it would be extremely helpful if the executive positions had a how to manual written up to assist when you first come into the position. This will be worked on for the future.
Meeting closed at 8.10pm